MDHHS Guidance on Vaccine Management - michigan.gov

1 MDHHS Guidance on Vaccine Management Page 1 of 2 michigan Department of Health and Human Services Division of Immunization Rev. 2/13/2020 This handout provides Guidance on Vaccine Management for healthcare providers. Proper Vaccine storage and handling plays an important role in protecting individuals and communities from Vaccine -preventable diseases. The michigan Department of Health and Human Services ( MDHHS ) follows Vaccine Management recommendations set forth by the Centers for Disease Control and Prevention (CDC). michigan Vaccines for Children (VFC) providers are required to follow additional guidelines outlined in the michigan VFC Resource Guide which can be found at: General Vaccine Management Ensure the office has: An up-to-date Vaccine Management Plan, including a Storage and Handling Plan and Emergency Response PlanoTemplates are available.

2 Visit A Vaccine coordinator and backup coordinator ( , persons responsible for routine Vaccine storage and handling) Proper storage and handling training for anyone who works with vaccines Storage equipment recommended by the CDC and MDHHS :oPharmaceutical-grade or purpose-built refrigerators and freezers are the best option for Vaccine storageoCalibrated thermometers with a Certificate of Traceability and Calibration Testing that has not expired Preferably, digital data loggers (DDLs) with a detachable probe in a buffered material ( , glycol)with continuous temperature monitoring and recording capabilities; temperature should be easilyreadable from outside the unit. DDLs are required for VFC additional storage and handling Guidance , refer to the MDHHS and CDC websites and Daily Assess and record temperatures on a temperature log twice daily, including time and initialsoRefrigerator should maintain temperatures between F and F ( C and C) Aim for F ( )oFreezer should maintain temperatures between F and + F ( C and C) If using a digital data logger: assess, record, and RESET minimum/maximum temperatures every morningoFor more Guidance , review MDHHS Digital Data Logger Tip Sheet Make sure storage unit doors are tightly closed and sealed after opening and at the end of each workday Visually inspect to ensure thermometer is working and is centrally located with vaccinesComplete Weekly Review Vaccine inventory weekly.

3 Ensure there is enough Vaccine in stock to vaccinate patients for 4 weeks withoutrunning out and to allow for Vaccine delivery time Monitor Vaccine and diluent expiration dates at least weekly; rotate stock so soon-to-expire Vaccine is used firstoIf you are a VFC provider and determine you have VFC Vaccine that will expire within 6 months and youcannot use it, contact your Local Health Department (LHD) for guidanceoRemove expired Vaccine or diluent immediately from the storage unit(s) If VFC Vaccine is involved, contact your LHD Download and review temperature data from the digital data logger at least weekly and anytime it goes out ofrange to ensure timely identificationoDocument appropriate response to any temperature monitoring issuesoEnsure digital data logger is properly set up and restarted after each downloadMDHHS Guidance on Vaccine Management Page 2 of 2 michigan Department of Health and Human Services Division of Immunization Rev.

4 2/13/2020 Complete Monthly Monitor and balance inventory monthly by maintaining an inventory log o If you are a VFC provider, perform a balance within the Vaccine Inventory Management (VIM) module in the michigan Care Improvement Registry (MCIR) Test alarm systems on a monthly basis Examine and clean the coils and motor of each storage unit; clean units to discourage bacterial and fungal growth o Consider contracting with a local repair company for regular maintenance Check door seals of each storage unit o Visually inspect the seals for wear and tear the seal should not be torn or brittle, and there should not be gaps between the seal and the body of the unit when the door is closed Complete Annually Perform yearly trainings to keep all staff up-to-date on Vaccine Management o Be sure to train all new staff, including temporary staff o If you are a VFC Provider, complete the required VFC Annual Training (at minimum, the primary and backup coordinators must complete these).

5 Guidance is available at Complete yearly updates on all Vaccine Management documents, such as the Vaccine Management Plan and the Emergency Response Plan, and review these with all staff Key Points to Remember Dormitory-style storage units cannot be used to store vaccines; those units must be replaced VFC providers are required to follow the guidelines within the michigan VFC Resource Guide and the VFC Provider Manual; these must be saved/bookmarked and can be found at Be sure to take care of all Vaccine shipments as soon as they arrive Keep a maintenance log book to record any repairs or general maintenance to Vaccine storage equipment Respond to any out-of -range temperatures and alarms including minimum/maximum temperature readings immediately by notifying the Vaccine coordinator and backup coordinator Always refer to the manufacturer s product information for the most up-to-date storage equipment Guidance Know the resources.

6 Review MDHHS Guidance and CDC s Storage and Handling Toolkit for current information, review CDC trainings You Call the Shots and Keys to Handling Your Vaccine Supply or the MDHHS Immunization Nurse Education Vaccine Management module Complete the Checklist for Safe Vaccine Storage and Handling at the Immunization Action Coalition at to ensure you are safeguarding your Vaccine supply